ERA Congress Speakers’ Hospitality

I. Accommodation

Congress speakers with one presentation are entitled to one night accommodation. The speakers with more than one presentation in different days are entitled to max. three nights’ accommodation. The number of nights in these cases will be confirmed by the ERA HQ. In exceptional cases speakers who also have other commitments can receive an extra complimentary night, if needed.

Accommodation is in a double room for single use with a maximum refund fee stablished by the ERA HQ: in case a guest has an accompanying person, he/she should personally pay the difference owed (if any).

If a speaker has a sponsor for his/her accommodation, ERA will not provide/reimburse it (or will provide/reimburse it exclusively for the nights needed for the speaker to attend the Congress and that are not already covered by the sponsor).

II. Congress Membership

All speakers and Chairs receive complimentary Congress Membership. 

III. Travel

If a speaker has a sponsor for his/her travel, ERA will not reimburse it. 

Tickets must be purchased by the speakers to be claimed after the congress by using the My ERA platform. The reimbursement must be reasonable in cost and can also be calculated according to a maximum refund fee based on the following chart. 

Normally economy class is provided, and airline tickets should be purchased as soon as the person is aware of the trip, so as to avoid booking last minutes flights which are normally more expensive. If the trip is done by train, the reimbursement will be for a 1st class ticket on ordinary trains whereas for bullet trains (Alaris, Frecciarossa, TGV, Thalys, etc.) only 2nd class tickets will be refunded.  

Reimbursements for travels done from home to the airport/train station and return as well as from the airport/train station to the hotel/meeting venue and return are also refunded and included in the maximum refund fee based on the above mentioned chart.  

The use of a car is authorised only if it improves the cost effectiveness of the trip. If you wish to travel by car, please ask the ERA HQ in advance for a quote of the cost of the flight/train (if available) that ERA would have paid for your travel, in fact, ERA will always refund/cover the costs of the least expensive option if there is an option between train/airplane and car.  

The reimbursement of traveling by car is calculated at a rate per km in accordance with the official travel allowance chart of the person who is asking for the refund (in this case you will be asked to submit proof of the relevant charts). Other expenses (motorway tolls, parking, ferry crossing, etc.) can be also reimbursed on presentation of the corresponding supporting documents.  

Tickets cancelled for a valid and unforeseen reason can be reimbursed by application to the ERA Treasurer.  

Last update: January 2024